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An external program is a third-party offering - a partner curriculum, a corporate-wellness benefit, a federation pass, an aggregator like a city-wide multi-gym pass - that a member can use as their entrance method at check-in instead of one of your own memberships, optionally with an extra per-visit fee. You define programs once under Settings > Billing > External programs, and they surface at check-in and in dynamic booking pricing.

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Overview

Use external programs when something other than your own memberships gets a member through the door. Common cases:
  • Aggregator partners - a regional or multi-gym pass sends members to your gym. You log their visits and optionally record a per-visit fee.
  • Corporate wellness - a local employer’s wellness benefit covers their staff. You track which visits arrived via the corporate plan.
  • Federation or affiliate access - members of a partner federation get reciprocal access to your facility.
  • Drop-in passes from a partner studio - a sister gym’s members use your facility under a partnership.
Each program carries a Code (for reports and partner reconciliation), an optional Club scope, an optional Additional price per visit, a Visibility setting, an Active toggle, a Valid for scope, and Operating hours.

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Where external programs fit

A program behaves in one of two ways depending on whether you give it a scope under Valid for:
  • Scoped programs (you pick Classes, Areas, and/or Instructors) become a selectable entrance method when a member checks in against a matching booked class, area, or instructor - alongside Membership and Direct payment. Only Public and Member only programs appear here, and any Additional price per visit is charged.
  • Generic programs (no scope) can’t grant access to a specific booking. Instead they do two things: they appear in the front-desk Direct check-in flow (when they carry no per-visit fee), and they factor into dynamic booking pricing. This lets a partner or corporate program adjust prices without being tied to one class or area.
You don’t have to choose a scope at save time - a program with no scope is a valid, first-class generic program.

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Managing external programs

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Viewing all programs

  1. Go to Settings > Billing > External programs.
  2. The grid shows Name, Code, Club (or “All clubs”), Additional price per visit, Visibility, and Status (active or inactive).
  3. Click a row to edit, or click Add external program to create a new one.

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Creating an external program

  1. Click Add external program.
  2. Fill in the General section (see the fields below).
  3. Optionally set Valid for to scope the program to specific class, area, or instructor types.
  4. Optionally set Operating hours to restrict when the program is usable.
  5. Click Save.

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Fields

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Visibility

  • Public - visible to everyone, including non-members browsing your portal.
  • Member only - visible to logged-in members.
  • Private - hidden from member-facing surfaces; for programs your staff manage manually.
Visibility also gates the entrance-method picker: only Public and Member only programs are offered when a member checks in against a booked class, area, or instructor. Private programs do not appear there.

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Valid for

The Valid for section scopes the program to specific entry points. You can select any combination of:
  • Classes - the program covers check-ins for the class types you list (or all class types if you list none).
  • Areas - the program covers check-ins for the area types you list.
  • Instructors - the program covers check-ins with the instructor types you list.
Leaving Valid for empty makes the program generic (see Where external programs fit). A generic program can’t grant access to a booked resource, but it drives dynamic pricing and the Direct check-in flow.

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Operating hours

Set day-of-week hours during which the program can be used. Outside those hours, a scoped program won’t appear in the entrance-method picker. The editor starts from a default schedule that mirrors your club’s operating hours - override individual days only when the program’s availability differs.

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Using an external program at check-in

There are two paths, matching the two program shapes: As an entrance method for a booked resource
  1. When the front desk records a check-in against a class, area, or instructor, they choose the entrance method.
  2. External program appears as an option when at least one scoped program is active, in scope for that resource, within its operating hours, and visible (Public or Member only).
  3. The staff member picks the program.
  4. If the program has an Additional price per visit, that amount is charged through the same payment pipeline as a direct-payment check-in, and the visit is recorded against the program.
As a Direct check-in (no booking) At small gyms where staff just wave a member in without a class or area, the Direct check-in flow lists the member’s eligible memberships and any generic external programs that carry no per-visit fee. Pick the program to log the visit against it. Either way, the visit is logged against the program so you can report on how many times it was used.

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Worked examples

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Aggregator pass at a padel club

A multi-gym pass provider sends players to your padel courts and reimburses you per visit.
  • Name: Multi-gym pass. Code: multigym-pass.
  • Additional price per visit: your reimbursement rate, so revenue reports stay accurate even though the player doesn’t pay you directly.
  • Valid for: Areas, narrowed to your padel area type.
  • Visibility: Member only, so the pass shows for logged-in players but not the public site.
When a pass holder books a court and checks in, the front desk selects External program > Multi-gym pass and the per-visit price is recorded.

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Corporate wellness for a yoga studio

A nearby employer covers unlimited yoga for its staff.
  • Name: Acme wellness. Code: acme-wellness. Visibility: Private (staff manage enrolment manually).
  • Additional price per visit: 0, since the employer pays you on a separate monthly invoice.
  • Valid for: Classes, narrowed to your yoga class types.
  • Operating hours: weekdays only, if the benefit excludes weekends.

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Federation reciprocal access at a climbing gym

Members of a partner climbing federation get reciprocal day access.
  • Leave Valid for empty to make it a generic program, so any federation member can be waved in through Direct check-in with no fee.
  • Keep Additional price per visit at 0 so the program stays eligible for Direct check-in.

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Tips & best practices

  • Match codes to your partner’s naming. If the aggregator calls it summer-pass-2026, use that as the Code so finance reports line up with the partner’s statements.
  • Record a per-visit price when the partner reimburses you. Even when the member pays nothing at the door, capturing the visit price gives you an accurate revenue picture.
  • Scope tightly with Valid for. A corporate program that only covers group classes should list only Classes, not Areas - this keeps the entrance-method picker clean.
  • Keep Direct check-in programs free. A generic program with a per-visit fee is excluded from the Direct check-in list, because that flow only offers no-cost entries.
  • Use Private for staff-managed programs. It keeps programs that members can never self-select out of member-facing surfaces.

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Troubleshooting

A scoped external program doesn’t appear at check-in Check, in order: the Active toggle is on; the program’s Club matches the club where the check-in happens (or is empty); the class, area, or instructor matches the program’s Valid for scope; the current time is inside Operating hours; and Visibility is Public or Member only (not Private). A program doesn’t show in the Direct check-in list Direct check-in only lists generic programs (no Valid for scope) that carry no per-visit fee. If the program has a scope or an Additional price per visit above 0, it won’t appear there - it’s meant to be used as a booked-resource entrance method instead. The Additional price per visit isn’t charged Confirm the price is set above 0 and that the program is being used as an entrance method on a booked resource (not through Direct check-in, which excludes priced programs). The charge only lands when the staff member completes the check-in payment. A member sees a program they shouldn’t Change Visibility to Member only or Private. Public exposes the program to everyone, including non-members on your portal. Saving fails with a duplicate-code error A program with that Code already exists for the same club. Pick a different code, or scope one of the programs to a specific club so the codes no longer collide. You want to retire a program but keep historical records Turn the Active toggle off instead of deleting. Disabled programs stay in reports but can’t be selected for new check-ins. Delete only programs that were never used.
  • Check-in models - where external programs fit alongside memberships and direct payments.
  • Payment methods - the methods used to collect an external program’s per-visit fee.
  • Booking policies - when payment-at-check-in requires the member to pick an entrance method.
  • Attendance - see which entrance method was used for each check-in.